CHATHAM COUNTY EMERGENCY OPERATIONS PLAN

Transcription

1 CHATHAM COUNTY EMERGENCY OPERATIONS PLAN ESF-7 ANNEX APPENDIX 7-3 CHATHAM COUNTY ORGANIZATIONS ACTIVE IN DISASTER AUGUST 2015

2 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION THIS PAGE INTENTIONALLY BLANK AUGUST 2015

3 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION RECORD OF CHANGES Updated in August 2015 Corrected spacing and numbering issues. Confirmed plan references and bylaws. i AUGUST 2015

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5 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION ACRONYMS CEMA CCOAD EOC EOP ESF GaVOAD GEMA NVOAD VOAD Chatham Emergency Management Agency Chatham Community Organizations Active in Disaster Emergency Operations Center Emergency Operations Plan Emergency Support Function Georgia Volunteer Organizations Active in Disaster Georgia Emergency Management Agency National Voluntary Organizations Active in Disaster Volunteer Organizations Active in Disaster iii AUGUST 2015

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7 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION TABLE OF CONTENTS Record of Changes... i Acronyms... iii Table of Contents... v I. Introduction... 1 II. Purpose... 1 III. Scope... 2 IV. Authorities... 2 V. Assumptions... 3 VI. Concept of Operations... 4 A. General... 4 B. Organization... 4 C. Emergency Volunteer Management... 4 D. Donations Management... 4 E. Unmet Needs... 5 F. Support to Other Communities... 5 VII. Responsibilities... 5 A. GaVOAD... 5 B. CEMA... 5 C. CCOAD (General)... 5 D. CCOAD Board Members... 6 VIII. Appendix Management and Maintenance... 6 A. Appendix Management Overview... 6 B. Types of Changes... 6 C. Coordination and Approval... 6 D. Notice of Change... 6 E. Distribution... 7 v AUGUST 2015

8 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION TABS TAB A CCOAD Bylaws... 9 TAB B CCOAD Policies and Procedures TAB C Georgia COAD Toolbox TAB D Georgia VOAD Resource Manual vi AUGUST 2015

9 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION I. INTRODUCTION A. In response to the challenges many disaster organizations experienced following Hurricane Camille, a category 5 storm that hit the Gulf Coast in August, 1969; seven national disaster response organizations convened in 1970 to find a way to better coordinate responses and more effectively serve disaster survivors and their communities. A major outcome of the meeting was the formation of the National Voluntary Organizations Active in Disaster (VOAD), a forum for sharing knowledge and coordinating resources (money, materials and manpower) throughout the disaster cycle: preparation, response and recovery. B. Until then, numerous governmental, private sector and non-profit organizations served disaster survivors independently and help was provided haphazardly. Unnecessary duplication of effort often occurred, while at the same time other needs were not met. People who wanted to volunteer to help their neighbors affected by disaster were often frustrated by the variety of organizations competing in some areas of service or the total lack of opportunities to serve other apparent urgent needs. Further, there was only limited availability for training potential volunteers. Access to information on services available to survivors during disasters was inadequate. Likewise, communication among voluntary disaster agencies and coordination of services was negligible. In fact, mechanisms for this were non-existent. C. By the end of the 1970 s, many other organizations joined the National VOAD Movement. As similar expectations for Federal interagency cooperation during national level disasters emerged, Federal Emergency Management Agency was formed. During the 1980 s many local affiliates of National VOAD members began forming Local, Regional and State VOADs. By the mid-1990s, VOAD became a true national movement. D. In 2001, Chatham County Emergency Management Agency (CEMA) supported the formation of a local VOAD. By 2011 the VOAD participation expanded to include government agencies and private businesses. Because of the diversity of the participating agencies, the County VOAD was reorganized and renamed the Chatham Community Organization Active in Disaster (CCOAD). II. PURPOSE A. The purpose of this document is to provide guidance to CCOAD in their efforts to meet the needs of citizens during the response and recovery phases of a disaster, including disasters occurring in other communities. 1 AUGUST 2015

10 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION B. To integrate and coordinate with CEMA in disaster response and recovery efforts. This coordination will maximize the efficiency of participating organizations, prevent the duplication of services, and speed recovery. III. SCOPE A. In this Appendix, community organizations refers to organizations capable of providing human services to those in need. These organizations include but may not be limited to non-profit, governmental, volunteer, faith-based, public service organizations, and businesses. B. CCOAD s involvement may include but not be limited to the following functions: 1. Emergency volunteer management 2. Donations management 3. Unmet needs 4. Coordinating support to disasters occurring in other communities C. This Appendix is a part of the Chatham County Emergency Operations Plan (EOP). It is applicable to comprehensive emergency management plans for Chatham County s eight jurisdictions. IV. AUTHORITIES A. This Appendix is developed under the authority of the Chairman of the Board of the County Commission, Chatham County, Georgia; and the CEMA Director, Chatham County, Georgia. It supersedes similar and previous versions to date. B. CEMA has primary responsibility for compliance with provisions of the County s EOP; and is responsible for supporting the execution of the response activities outlined in this Appendix and supporting documents. C. Emergency Support Function (ESF) Partners and other designated agencies responsible for providing supporting actions will coordinate internal resources and personnel suitable to accomplish the tasks defined in this document. D. This Appendix is developed in accordance with the references below. 1. FEDERAL: National Response Framework, October 2008, as amended. 2 AUGUST 2015

11 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION 2. STATE: a. Georgia Constitution, b. Georgia Emergency Management Act of 1981, as amended, c. Georgia EOP, d. Georgia COAD Toolbox, and e. Georgia VOAD Resource Manual. 3. COUNTY: V. ASSUMPTIONS a. Chatham County EOP, b. CCOAD Bylaws, and c. CCOAD Policies and Procedure Manual. A. Disasters are local. After outside help is gone, the local community is left to rebuild their community. B. Disasters will affect the whole community, and the best recovery plan will include the whole community. C. Participation in this plan by stakeholder organizations is purely voluntary and at the sole discretion of stakeholder organizations. D. CCOAD Partners and other community organizations involved in disaster response and recovery operations will maintain their autonomy and control their resources unless otherwise stated in community agreements. E. The State of Georgia and the Federal government have documents addressing the issues and responsibilities of volunteer and community organizations. As appropriate, these documents are referenced and/or included in this document and should be referred to in relation to coordination of volunteer and community organizations. F. CCOAD Partners should keep detailed financial records and documentation of disaster costs and activities. G. CCOAD Partners should coordinate public information with the CEMA Joint Information Center, and should cooperate in working with the media. 3 AUGUST 2015

12 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION VI. CONCEPT OF OPERATIONS A. General. Recognizing our society must work together to foster a more resilient, self-reliant community, CCOAD facilitates partnerships with local, state and Federal emergency management and other governmental agencies, as well as for-profit corporations, foundations, and faith based organizations. CEMA is Chatham County s primary point of contact for organizations and businesses with the resources to assist in delivering services to the community during a disaster. CCOAD is the Primary Support Function partner in the County s Emergency Operations Center (EOC) assigned to coordinate Volunteer and Donations Management functions. B. Organization. See Tab A (CCOAD By Laws). At a minimum, CCOAD s organizational structure will consist of: 1. CCOAD Chairman 2. CCOAD Vice Chairman 3. CCOAD Secretary C. Emergency Volunteer Management. CCOAD, in cooperation with Georgia VOAD (GaVOAD), is the primary coordinator for CEMA responsible for emergent/spontaneous volunteer management in Chatham County during a disaster. Volunteer management includes recruitment and registration of volunteers and referral of volunteers to volunteer organizations or to special volunteer assignments. Chatham County has a detailed plan to manage volunteers. See EOP, ESF-7 Annex, Appendix 7-1 (Disaster Volunteer Assistance and Management Plan). D. Donations Management. CCOAD, in cooperation with GaVOAD, is primary coordinator for CEMA responsible for managing donated goods in Chatham County during a disaster. See EOP, ESF-7 Annex, Appendix 7-2 (Donations Management), TBD. The objective of donated goods management is to: 1. Encourage helpful donations from the public 2. Arrange for the collection, storage, and distribution of donated goods. 3. Minimize the impact of excessive and un-needed donated goods on the community. 4 AUGUST 2015

13 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION E. Unmet needs. After the response phase of an emergency, the function of CCOAD is to fulfill unmet needs. Unmet needs refer to needs not addressed by the state and Federal recovery programs following a Presidential Declaration of Disaster. CCOAD, working with emergency management and other community leaders, coordinates its efforts with GaVOAD and Georgia Emergency Management Agency (GEMA). F. Support to Other Communities. 1. CCOAD may serve as the focal point for inter-organizational coordination in response to disasters striking other communities. 2. CCOAD may provide the same services and use the same methods for coordination, notification, and organization as are used for local disasters in responding to disasters in other communities. 3. After-Action Review. Each activation of CCOAD should be followed with an After-Action Review or debrief. The CCOAD Chairman is responsible for organizing this debrief meeting. VII. RESPONSIBILITIES A. GaVOAD. GaVOAD is the Georgia state chapter of National VOAD. It consists of organizations active in disaster response throughout the state of Georgia. GaVOAD's role is to bring organizations together, enable them to understand each other and work together in a cohesive manner. To accomplish these goals, GaVOAD meets with its member organizations monthly to share information and training opportunities. These meetings also provide the opportunity to conduct business, plan, network, and provide updates on current disaster relief efforts. See Tab D (Georgia VOAD Resource Manual). B. CEMA. Provides overall guidance and support to CCOAD, including staff support for the CCOAD Coordinator. The CCOAD coordinator will establish the organizational structure of CCOAD in the response phase of the emergency. C. CCOAD (General). 1. Keep CCOAD organizations informed of disaster conditions and human service needs. 2. Establish lines of communications with the functional lead organizations. 3. Work with emergency management and other community leaders to determine and satisfy the community s unmet needs. 5 AUGUST 2015

14 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION 4. Staff the designated position in the County s EOC when needed. D. CCOAD Board Members. For responsibilities of the following positions, see Tab A (CCOAD Bylaws) and Tab B (CCOAD Policies and Procedure Manual): 1. CCOAD Chairman 2. CCOAD Vice Chairman 3. CCOAD Secretary 4. CCOAD Partners VIII. APPENDIX MANAGEMENT AND MAINTENANCE. A. CEMA is the executive agent for the Appendix management and maintenance. The Appendix and supporting documents will be updated periodically as required to incorporate new directives and changes based on lessons learned from exercises and actual events. This section establishes procedures for interim changes and updates of the Appendices B. Types and Changes: Changes include additions of new or supplementary material and deletions. No proposed change should contradict or override authorities or other plans contained in statute, order, or regulation C. Coordination and Approval: Any department or agency with assigned responsibilities within the Appendix may propose a change to the plan. CEMA is responsible for coordinating proposed modifications to the Appendix with primary agencies, support agencies and other stakeholders. CEMA will coordinate review and approval for proposed modifications as required D. Notice of Change: After coordination has been accomplished, including receipt of the necessary signed approval supporting the final change language, CEMA will issue an official Notice of Change. The notice will specify the date, number, subject, purpose, background, and action required, and provide the change language on one or more numbered and dated insert pages will replace the modified pages in the Appendix. Once published, the modifications will be considered part of the Appendix for operational purposes pending a formal revision and re-issuance of the entire document. Interim changes can be further modified or updated using the above process 6 AUGUST 2015

15 EOP / ESF-7 ANNEX / APPENDIX 7-3 CCOAD COORDINATION E. Distribution: CEMA will distribute the Notice of Change to participating agencies. Notice of Change to other organizations will be provided upon request. Re-issuance of the individual appendix or the entire EOP will take place as required. Working toward continuous improvement, CEMA is responsible for an annual review and update of the EOP to include related annexes, and a complete revision every four years (or more frequently if the County Commission of GEMA deems necessary). The review and update will consider lessons learned and best practices identified during exercises and responses to actual events, and incorporate new information technologies. CEMA will distribute revised EOP documents for the purpose of interagency review and concurrence. 7 AUGUST 2015

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17 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB A CCOAD BYLAWS TAB A CCOAD BYLAWS 9 AUGUST 2015

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19 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB A CCOAD BYLAWS TAB A - CCOAD BYLAWS (ADOPTED 04/16/13) ARTICLE I Section A: Section B: NAME AND RELATIONSHIPS Name. The name of this organization is the Chatham Community Organizations Active in Disaster, hereafter CCOAD. Address. The business address for CCOAD is: Chatham Community Organizations Active in Disaster c/o Chatham Emergency Management Agency 124 Bull St, Room 140 Savannah, Georgia Section C: Section D: Description. CCOAD is a diversified, organized group of representatives from non-profit, volunteer, faith-based, and public service organizations as well as from government agencies and the private business/industry sector. Geographic Areas of Service. CCOAD services one unincorporated and seven incorporated jurisdictions within Chatham County, Georgia. These eight jurisdictions include: Unincorporated Chatham County, City of Bloomingdale, City of Garden City, City of Pooler, City of Port Wentworth, City of Savannah, City of Thunderbolt, and City of Tybee Island. ARTICLE II MISSION STATEMENT The mission of CCOAD is to strengthen communitywide disaster coordination in the Chatham County Area by sharing information and resources, and by simplifying resident access to available services in an effort to help satisfy the unmet needs of the community following a disaster. ARTICLE III PURPOSE CCOAD adheres to the National Voluntary Organizations Active in Disasters (NVOAD) core values. CCOAD working relationships are achieved through the guiding principles of Cooperation, Communication, Coordination, Collaboration, and through Education of member organizations as outlined in the CCOAD Policy and Procedures Manual. 11 AUGUST 2015

20 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB A CCOAD BYLAWS ARTICLE IV ORGANIZATIONAL STRUCTURE Section A: Membership 1. There shall be only one type/status of membership in CCOAD designated as Partner. 2. Partners may or may not have volunteer members or constituencies, or utilize volunteers in the delivery of disaster services. 3. Organizations may qualify to become Partners if they meet the following criteria: a. Have established disaster response programs citing specific services and policies for committing resources (i.e., personnel, funds, and/or equipment) without discrimination, to meet the needs of people affected by disaster. b. Have programs set up to educate and/or network with community residents on safety or disaster-related topics. Section B: 4. The CCOAD Policy and Procedures Manual outlines the application process for organizations seeking Partner status, the termination of membership process and the method of communication with Partners. Partner Representatives, Voting, and Guests 1. Partners shall appoint one official voting representative to attend CCOAD business and special meetings. In the case of absence, a substitute representative may vote on behalf of the Partner if notification is sent by to the Secretary at least one day in advance of the meeting. 2. Partners may invite guests to attend CCOAD business meetings and receive information about CCOAD programs and activities. Section C: Contributions Partners are not required to pay dues. However, Partners will be encouraged to donate time, resources or facilities for the administrative support of the organization. From time to time, cash contributions may be solicited to pay for administrative costs not otherwise covered. Section D: Leadership, Terms, Vacancies, and Standing Committees 12 AUGUST 2015

21 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB A CCOAD BYLAWS 1. There shall be three (3) elected officers: a Chair, Vice-Chair and a Secretary. 2. Duties, responsibilities, and recommended qualifications for these officers in the CCOAD Policy and Procedures Manual. 3. The term of office for all elected positions is one (1) year, from June 1 through May 31. Officers may be nominated for re-election to the same office for a total of two consecutive years of service. 4. The Executive Committee is the only standing committee established by these Bylaws. The Executive Committee is composed of the officers of CCOAD. 5. The Executive Committee may establish committees to meet the needs of the organization or to accomplish specific tasks the process for which is outlined in the Policy and Procedure Manual. 6. A vacancy shall exist if an officer cannot complete the term of office. 7. The Executive Committee shall fill vacancies as follows: a. The Chair shall have the authority to appoint a replacement. When feasible and appropriate, the replacement will represent the same Partner as the former officer. b. The Vice-Chair shall assume the duties and responsibilities of the Chair. Section E. Nominating Committee and Elections 1. The Chair shall appoint a Nominating Committee made up of three different Partner representatives at the January meeting. 2. The Nominating Committee shall elect its own Chair. 3. The Nominating Committee will contact all Partner representatives by to ask for nominations and will actively seek qualified nominees. 4. Elections will be held at the May meeting. 5. The Nominating Committee will send the ballot to Partner representatives no later than two weeks prior to the May meeting. 13 AUGUST 2015

22 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB A CCOAD BYLAWS 6. Partner representatives may vote by up until midnight of the day before the meeting, if they are unable to attend the May meeting. 7. Officers shall be elected by a simple majority. In the event of a tie, the sitting Chair may declare a run-off between the top two (2) candidates. 8. Terms of newly-elected officers shall begin on June 1. Section F: Meetings, Decisions, Quorum, Parliamentary Procedure, and Attendance 1. CCOAD will conduct bi-monthly business meetings on the fourth Tuesday of odd numbered months. 2. The Executive Committee will meet in even numbered months. The Executive Committee has the authority to act on behalf of CCOAD as outlined in Policy and Procedures Manual of the organization. The Chair may call an Executive Committee at any time as may be necessary to conduct CCOAD business. 3. Special meetings may be called by the Chair or by a majority of the Executive Committee. Any Partner may request a special meeting by making its request known to any Executive Committee member. 4. Decisions on any question at a meeting of CCOAD will be determined by a majority vote of the Partners present during the vote. Only official Partner representatives (or their approved substitutes) present during the vote will be able to vote. 5. For regularly scheduled and special meetings, five (5) members, eligible to vote shall constitute a quorum for conducting business. For committee meetings, a quorum shall be a simple majority of the committee membership. Decisions put to a vote will be determined by simple majority (fifty percent of votes cast plus one). 6. Robert's Rules of Order shall govern how CCOAD meetings are conducted. 7. Attendance will be taken and minutes will be recorded during business and special CCOAD meetings, and at Executive Committee meetings. Meeting minutes will be made available and approved at the next business meeting. An archive of past meeting minutes shall be maintained and made available to members upon request. 14 AUGUST 2015

23 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB A CCOAD BYLAWS ARTICLE V: CCOAD POLICY AND PROCEDURES MANUAL The CCOAD shall maintain a set of guidelines, the CCOAD Policy and Procedures Manual, which will outline the operations of the organization. The CCOAD Policy and Procedures Manual may be revised during any business or special meeting by a majority vote of the Partners official representatives present. ARTICLE VI: CCOAD BYLAWS RATIFICATION AND AMENDMENTS Section A: Section B: Section C: These Bylaws may be amended by a majority vote of the Partners official representatives present at a regular meeting so long as recommended Bylaw changes and/or amendments have been sent by to the entire membership at least two weeks prior to the meeting at which a vote is scheduled. The Bylaws shall become effective immediately upon ratification by a majority vote of the Partners official representatives present at the meeting at which the vote is taken. Proposed Bylaws may be amended from the floor. Every three years, the Chair shall appoint a Bylaws Committee Chairperson to form a committee to review and provide recommendations regarding changes to these Bylaws. 15 AUGUST 2015

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25 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB B CCOAD POLICY AND PROCEDURES MANUAL TAB B CCOAD POLICY AND PROCEDURES MANUAL 17 AUGUST 2015

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27 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB B CCOAD POLICY AND PROCEDURES MANUAL CHATHAM Community Organizations Active in Disaster COOPERATION COMMUNICATION COORDINATION COLLABORATION POLICY AND PROCEDURE MANUAL (February 2012) I. STRUCTURE AND GOVERNANCE A. Mission Statement (Expanded). The mission of the CCOAD is to strengthen communitywide disaster coordination in Chatham County by sharing information and resources, and by simplifying resident access to available services in an effort to help satisfy the unmet needs of the community following a disaster. In order to carry out its mission, CCOAD will bring together community leaders from non-government, volunteer, faith-based, and other not-for-profit organizations and government agencies from all levels and from the private business sector and industry. B. Core Values: 1. Cooperation. No single participating organization has all the answers for the challenges our communities face during times of disaster. Organizations must treat all members as partners. 2. Communication. Participating organizations will regularly share their capacities, accomplishments, and commitments. CCOAD must maintain channels for sharing information, listening carefully to each other, and dealing openly with concerns. 3. Coordination. Participating organizations are committed to working together and not competitively toward the goal of providing effective service to the community. Organizations seek to match services to identified unmet needs. Through planning and preparation, CCOAD equips participating organizations to function in a coordinated manner in times of disaster. 4. Collaboration. Participating organizations dedicate themselves to working together to achieve specific goals and to undertaking specific projects during each phase of a disaster: 19 AUGUST 2015

28 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB B CCOAD POLICY AND PROCEDURES MANUAL a. Mitigation. Any activity taken to eliminate or reduce the degree of long-term risk to human life, property and the environment from the effects of natural and technological hazards. b. Preparedness. Any activity, taken in advance of an emergency that improves emergency readiness posture and develops or expands operational capabilities. c. Response. Any action (taken immediately before, during or directly after an emergency occurs) to save lives, minimizes injuries, lessen property and environmental damage and enhance the effectiveness of recovery. d. Recovery. Short-term activities required for returning vital life support systems to minimum operating standards and/or long-term activities designed to return the affected communities to their pre-disaster conditions. 5. Education and Membership Growth. Participating organizations plan strategies to educate Partners representatives, staffs and volunteers as well as community residents through programs, a website, and information. C. Partners/Membership Philosophy. CCOAD is not intended to be a competing agency but an umbrella organization of existing agencies. Each participating organization (Partner) maintains its own identity and independence yet works closely with other organizations to improve service and eliminate unnecessary duplication. D. Membership Application Process. Organizations may express their interest in joining by contacting the Secretary and completing the following three CCOAD Forms: 1. Letter of Commitment. 2. Partner Resources Data Sheet. 3. Partner Notification and Contact Sheet. E. Partner Representatives 1. Partners will send the name and contact information for their representative(s) to the Secretary. 2. The Facilitator/Chair will introduce new Partner Representative(s) at the first quarterly meeting following receipt of the required forms. 20 AUGUST 2015

29 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB B CCOAD POLICY AND PROCEDURES MANUAL 3. A Partner may only have ONE representative vote during meetings. 4. Partners will be responsible for providing revised representative and contact information to the Secretary when changes occur. 5. Partner Representatives shall be identified on the official CCOAD Membership Roster and be entitled to receive CCOAD mailings and other correspondence. 6. Partners may terminate membership in CCOAD upon written notification to the Secretary. 7. To minimize administrative costs, the preferred method of correspondence is ; followed by facsimile. The USPS will be used only for Partners who do not have access to either or facsimile. F. Officers: Duties and Responsibilities 1. Committee Facilitator/Chair. The CCOAD Facilitator/Chair presides at meetings, acts as a spokesperson and representative, delegate s tasks and provides general leadership. a. Key Responsibilities: 1) Provides overall direction to the CCOAD; 2) Convenes and chairs the quarterly CCOAD business meetings and develops meeting agendas; 3) If the Secretary is absent from a business meeting, designates a representative to record attendance and minutes. 4) Provides overall direction, leads the development of and nurtures effective working relationships between Partners and statewide organizations; 5) Ensures the availability and implementation of CCOAD Bylaws by appointing a Bylaws Committee as outlined in the Bylaws; 6) Leads the development and implementation of CCOAD Goals and Objectives; 7) Guides the development of CCOAD disaster planning, and leads the organization during activation of CCOAD disaster support plans; 21 AUGUST 2015

30 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB B CCOAD POLICY AND PROCEDURES MANUAL 8) Represents and acts as a liaison to the Georgia VOAD (GaVOAD); 9) Represents CCOAD in the County EOC, if requested; 10) Serves as CCOAD primary liaison to CEMA; 11) At the first quarterly meeting of the year, appoints two CCOAD Representatives and one Alternate Representative to work with in the County EOC in times of disaster. These representatives must be able to attend CEMA EOC training and represent organizations not already assigned Emergency Support Function responsibilities in the EOC; and 12) At the third quarterly meeting of the year, appoint a Nominations Committee of three Partner official representatives to create a slate of candidates for the election of new officers. b. Recommended Qualifications: 1) Strong written and oral communication skills; 2) Strong facilitative leadership and problem-solving skills; 3) Experience in disaster response and recovery; 4) Strong commitment to volunteerism; 5) Ability to effectively network with government, voluntary agencies and community-based organizations; 6) Ability to work effectively and productively with diverse communities; and 7) Availability to provide CCOAD leadership during disasters. 2. Co-Facilitator/Vice-Chair. The CCOAD Co-Facilitator/Vice-Chair acts on behalf of the Facilitator/Chair in his/her absence, and monitors relationships with Partners for adherence to the CCOADs principles of membership. a. Key Responsibilities: 22 AUGUST 2015

31 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB B CCOAD POLICY AND PROCEDURES MANUAL 1) In the absence of the Facilitator/Chair, will convene all business and/or special CCOAD meetings; 2) Assists in the development of and adherence to CCOAD Bylaws; 3) In the absence of the Facilitator/Chair, initiates CCOAD disaster support plans; 4) In the absence of the Facilitator/Chair, represents CCOAD in the County EOC when requested; 5) In the absence of the Facilitator/Chair, serves as the official CCOAD liaison to CEMA; 6) Oversees outreach to identify potential Partners; 7) Plans programs for education of Partners representatives during business and special meetings; 8) Assumes duties of the Facilitator/Chair if he/she is unable to complete his/her term; and 9) Performs additional duties as directed by the Facilitator/Chair. b. Recommended Qualifications: 1) Strong written and oral communication skills; 2) Strong leadership and problem-solving skills; 3) Experience in disaster response and recovery; 4) Strong commitment to volunteerism; 5) Ability to effectively network with government, voluntary agency, and community-based organizations; 6) Ability to work effectively and productively with diverse communities; and 7) Available to assist the CCOAD Facilitator/Chair, as needed, during disasters. 3. Secretary. The CCOAD Secretary maintains organization records. a. Key Responsibilities: 23 AUGUST 2015

32 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB B CCOAD POLICY AND PROCEDURES MANUAL 1) Disseminates meeting notifications and agendas; 2) Records, distributes, and maintains files CCOAD of meeting and Executive Committee minutes and other correspondence to Partners in a timely manner; 3) Takes attendance and minutes at all regular and special meetings; 4) Provides the Facilitator/Chair with a copy of the minutes within 10 days following the meeting; 5) Maintains appropriate financial records for CCOAD, and provides quarterly accounting of these funds to the organization (as required); 6) Maintains a current CCOAD member contact list including emergency notification information; and 7) Performs additional duties as directed by the Facilitator/Chair. b. Recommended Qualifications: 1) Strong written and oral communication skills; 2) Working knowledge of bookkeeping standard practices; 3) Strong organizational skills; 4) Strong commitment to volunteerism; and 5) Ability to work effectively and productively with diverse communities. G. Transfer of Responsibilities for Officers. The responsibilities of an elected position may be transferred between individuals of the same organization, temporarily or permanently as needed. H. Special Meetings. The Secretary will poll the Executive Committee and if a majority of the Executive Committee members concur, a special CCOAD meeting will be called. Notice of a special meeting will be ed to Partners two (2) weeks prior to the meeting. However, if circumstances dictate, the meeting may take place as soon as one day after notice is given to members. II. ACTIVITIES OF CCACOAD 24 AUGUST 2015

33 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB B CCOAD POLICY AND PROCEDURES MANUAL A. Training and Education. CCOAD will Identify and inform Partners about disaster related education and training opportunities. 1. Existing Disaster Plans. CCOAD will be in close communication with emergency management officials and have a clear understanding of how disaster and emergency response occurs locally. CCOAD will aid and support established plans. CCOAD will assist Partners in educating themselves and understanding the existing structure in order to determine their most beneficial role. 2. Local, State, and Federal Training Opportunities. CCOAD will become aware of training opportunities at the local, state, and federal levels for emergency and disaster preparedness and share these with its Partners. 3. Examples of Partners Training Opportunities. At the local level, CEMA provides EOC training and organizations; e.g., the Red Cross frequently gives classes and trainings on such topics as CPR, first aid, and preparedness. In Georgia, GEMA offers a number of resources and ideas for individuals to prepare for disaster. Information can be found at FEMA is a resource for an extensive number of free on-line classes. Topics for these sessions include citizen preparedness, household hazards, and incident command system. A listing of course offerings can be found at 4. Identify Education Gaps in the Community. CCOAD will identify topics that have been problematic for our community, and plan ways to educate the public. B. Planning and Preparation for Responding to Disasters. CCOAD and Partner Organizations will create plans to respond to the potential disasters expected in the area. 1. Understand where Partner Organizations fit in. CCOAD will work with emergency managers and first responders to determine how Partners can best fit in to existing plans. 2. Determine member roles. Partners will determine their capabilities for responding in disaster situations based on each organization s strengths and weaknesses, and will work together to complement one another instead of compete with or duplicate efforts of one another. 3. Plan to activate. CCOAD will establish procedures to notify and activate the appropriate Partners in order to make positive contributions to the community during disaster response activities. 25 AUGUST 2015

34 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB B CCOAD POLICY AND PROCEDURES MANUAL C. Managing Volunteers and Unsolicited Donation. The management of volunteers and donations following a devastating event is often referred to as the disaster within the disaster. When an emergency occurs, there is frequently an outpouring of support, as people want to do everything in their means to help. The power of this generosity and altruism can be missed if effective controls do not exist to handle this support. 1. Manage Volunteers. CCOAD Partners will create the proper mechanism to utilize spontaneous volunteers who can serve as a valuable resource. 2. Manage Unsolicited Donations. Through communications and collaboration of CCOAD Partners activate plans to accept, sort, and categorize donations to facilitate these goods getting to victims quickly and efficiently, thus lessening the impact of the disaster on the community. D. Support the Community s Long-Term Recovery. CCOAD will foster the formation of an organizational structure able to respond to the unmet needs of families and individuals affected by disasters within the community and will work side by side with Chatham County s current Disaster Recovery Plan (DRP). 1. Facilitate Local Case Management. CCOAD will provide assistance to the organizations facilitating case management following a declared or undeclared disaster. 2. Establish a Steering and Allocations Committee. CCOAD may establish a Steering and Allocations Committee to work with case managers from various agencies and organizations to ensure available resources are distributed in a fair and equitable way that will do the most good for all victims of the disaster. E. Establish and Maintain Working Relationships. CCOAD will strive to create good relationships with government disaster response organizations. CCOAD will work in conjunction with a variety of Local, State, and Federal organizations to strengthen area-wide disaster coordination by sharing programs, policies, information, and when appropriate, by conducting joint planning and training. 1. Cooperation with Local and State. CCOAD will encourage ongoing cooperation with both Local and State emergency management agencies to understand the structures that exist for response, and how it might best contribute to those systems; and 26 AUGUST 2015

35 EOP / ESF-7 ANNEX / APPENDIX 7-3 / TAB B CCOAD POLICY AND PROCEDURES MANUAL 2. Cooperation with GaVOAD. CCOAD will maintain a close working relationship with Georgia Volunteer Organizations Active in Disaster (GaVOAD). GaVOAD will serve as the parent organization to CCOAD. As a member of GaVOAD, CCOAD will utilize GaVOAD s communication network and be aware of opportunities for collaboration. CCOAD will stay abreast of happenings of other Community Organizations Active in Disaster throughout the State. 27 AUGUST 2015

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